The Contractor Scorecard
Phase 1: Qualification — Before They Touch Your Equipment
1
Certificate of Insurance
What to check
Must be current, meet your limits, and name your facility as additional insured.
How to implement
① Collect COI before issuing a vendor number
② Set expiration alerts in your CMMS
③ Re-verify annually or at renewal
② Set expiration alerts in your CMMS
③ Re-verify annually or at renewal
Warning
Don't find out it lapsed when someone gets hurt.
2
Trade Licenses
What to check
Electricians, millwrights, fire protection. Verify them. Don't just file PDFs nobody opens.
How to implement
① Request copies before first work order
② Call the licensing board to verify
③ Set renewal tracking in vendor record
② Call the licensing board to verify
③ Set renewal tracking in vendor record
Warning
If they can't produce it on demand, they're not ready for your plant.
3
Safety Record
EMR Rating: Experience Modification Rate. Below 1.0 is good.
OSHA 300 Logs: Recordable incidents. Request the last 3 years.
Gate rule
If they can't produce these, they don't get a vendor number.
4
W-9 & Payment
What to check
Collect W-9 before the first work order. Agree on Net 30/45/60 in writing. Define rate card for common work types.
Warning
Half your invoice disputes start here. Get it right upfront.
Phase 2: Performance — After They're On Site
5
Response Time
›
Tech on site within SLA window
›
Track arrival, not phone pickup
›
Boots on site is the metric
6
Fix Rate
›
Resolved on the first visit?
›
3 visits for one leak = subscription
›
Track repeat work orders per vendor
7
Invoicing
›
Final invoice within 10% of quote
›
Track every variance in CMMS
›
$4K quote → $7.2K invoice = red flag
8
Safety on Site
What to watch
PPE worn correctly, LOTO procedures followed, hot work permits completed before starting.
Rule
One shortcut is one too many. Zero tolerance.
9
Reliability Check
No-Show Rate: Track every missed appointment. A contractor who ghosts you once will do it again.
Insurance Re-check: COI still current? This loops back to Phase 1. Qualification is not a one-time event.
Action
Set CMMS alerts 30 days before every expiration date.
10
Monthly Scoring — 1 to 5 Scale
4.0+ Score
Keep Them
Reliable partner. Renew the contract.
3.0 – 3.9
Coach Them
Show them the data. Give them 30 days to improve.
Below 3.0
Replace Them
Two consecutive months below 3.0. Start sourcing.
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